Introduction

From the day it came into existence in 1983 through the vision of Dr. Patangrao Kadam, Bharati Vidyapeeth University College of Engineering (BVUCOE), Pune, has developed into a first-rate institute, A+ accredited by NAAC. Spanning over a vast 85-acre campus, BVUCOE teaches 36 BTech and MTech courses and has ranked within the top 100 engineering colleges of India in a steady pattern for the past five years, as per the NIRF report.

Bharati Vidyapeeth, as a deemed university, is also ranked one among the top ten national universities with a preference of foreign students, admitting students from all states of India and 48 foreign countries. It has established a humongous alumni base with over 75,000 alumni placed across the world.

Challenges

Despite having an existing alumni group, BVUCOE still faced chronic issues in connecting real alumni participation and contribution. The primary challenges were:

• Poor Streamlined Alumni Portal: An absence of a dedicated digital portal limited the collection, maintenance, and coordination of alumni information in a well-organized manner.

• Poor Digital Engagement: The obsolete technology meant there were few means of interacting with alumni members, especially those based overseas.

• Poor Event Attendance: Alumni events and reunions witnessed poor attendance levels due to poor communication and engagement strategies.

• No Campaign Management Tools: Lacking the execution of targeted campaigns or the creation of interest-generating opportunities, the creation of a successful alumni community could not be possible.

These limitations barred the alumni association from creating lifelong relationships, drawing on alumni expertise, and creating a support community for students and graduates.

Expectations

Observing the gap between what they wished to have and what actually happened in terms of alumni involvement, BVUCOE sought a virtual solution that would be:

• Alumni-focused: According to the desires and requirements of alumni.

• Completely Automated: Able to minimize manual labor and automate processes.

• Seamlessly Integrated: In sync with the institute’s website.

• Able to Go Live in a Jiffy: Launched in 24 hours.

Having weighed their options, BVUCOE partnered with AlmaShines and deployed AlmaDirectory—a free software offering essential alumni management functionalities. The goal was to double alumni participation, optimize registrations, and increase event attendance within a year.

The Solution: AlmaShines AlmaDirectory

AlmaShines offered BVUCOE a comprehensive, user-centric, and auto-updated alumni management solution. Some of its primary features were:

• Database Management Automation: Automates alumni information, links to social media to track career success and locations, and grants real-time access to the latest alumni information.

• Online Community & Engagement: Year-round engagement through events, group events, networking, and personalized communication.

• Event Management: Organize and schedule virtual and physical alumni events, send invitations, track RSVPs, and promote attendance through integrated tools.

• Bulk Mailing & Communication: Powerful mailing engines automate personalized bulk emails and newsletters to keep alumni informed and engaged.

• Mobile-First Experience: Alumni can participate, contribute, and receive real-time content through web and mobile apps, making it easy to join.

• Campaign Management: Manage automated target campaigns to drive interest and activity in community engagement.

Key Outcomes

1. Active Alumni Membership

   • Within just a month of using AlmaDirectory, BVUCOE actively engaged approximately 4,200 alumni members.

   • The friendly site design and automated reminders eased alumni registration, profile maintenance, and involvement in ongoing activities.

2. Alumni Registration Confirmation

   • Onboarded 70% of alumni from 2010-2021 onto AlmaDirectory by leveraging the platform’s integration and outreach capabilities.

   • Faster onboarding led to a more accurate and current alumni database.

3. Virtual Alumni Events

   • Numerous virtual alumni events brought members together globally.

   • Participation increased by 50%, overcoming geographical barriers and easing connection with the alma mater.

4. Better Communication and Community Building

   • Automatic emails, event reminders, and interest groups helped develop a thriving alumni community.

   • Regular updates, networking, and collaborative projects enhanced the alumni experience.

5. Data-Driven Insights and Reporting

   • AlmaShines’ analytics provided data-driven insights into alumni activity, event attendance, and campaign performance.

   • BVUCOE was able to strategize accurately, deepen impact, and generate rankings and accreditation reports.

Why AlmaShines was Successful with BVUCOE

AlmaShines’ platform excelled at:

• Automation and Digitization: Eliminated laborious manual processes, saved time, and improved accuracy.

• Seamless Integration: Integrated well with existing systems and the institute website for a seamless experience.

• Mobile-Friendliness: Supported the on-the-go lifestyle of alumni with real-time engagement.

• Personalized Campaigns: Automated personalized communication increased response rates and built stronger relationships.

• Scaling: Effectively scaled to BVUCOE’s large, widespread alumni base across India and worldwide.

Conclusion

With AlmaShines’ AlmaDirectory, Bharati Vidyapeeth University College of Engineering has totally revamped its alumni relations approach. From manual processes to a full-fledged, automated platform, BVUCOE has witnessed lightning-speed alumni onboarding, increased event attendance, and a connected alumni community.

BVUCOE’s success demonstrates that with the right technology, even large and complex institutions can create lasting, lifelong relationships with their alumni—enabling both the institution and its alumni to achieve more.

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